Automating the local-purchasing process at Karshi-Khanabad Airbase, Uzbekistan

Karshi-Khanabad Airbase is home to Camp Stronghold Freedom, an Army logistics base supporting Operation Enduring Freedom. After transitioning with the initial base Signal officer, I quickly learned our base's mission was largely affected by our ability to order and receive equipment and services not available through the regular Army supply system. To accomplish this mission, our team built a web-based purchase-request-and-commitment system that has saved both time and money.

The project has attracted the attention of the Army Audit Agency and Army Central Command. We have validated the concept; now we want to share our experience and lessons-learned.

The mission

The logistics task force/base commander initiated a joint-acquisition review board to add management controls to locally purchasing supplies and equipment at K2. The JARB included members of the Army LTF as well as Army, Air Force and Marine tenants deployed to the base.

The requirement was to build a web-based system to enter and display all PR&Cs (Department of the Army Form 3953) slated for the JARB's review. In addition to displaying the actual PR&C, the commander also required the ability to view supporting documentation and to add/view comments.

The suspense for this project was 14 days.

Approach

My team of reservists from Phoenix, Ariz., included an Internet service corporation president, a midlevel Qwest digital-subscriber-line technical-support technician, a Unix system administrator and a Hewlett-Packard technical-support technician. Our team used experience gained in the commercial-communications sector and applied it directly to accomplishing this mission.

The project was initiated by evaluating options for developing the web-based automation required. We dismissed the use of software like Microsoft Access or the advanced database features in Microsoft FrontPage or Macromedia Dreamweaver because of the difficulty in using software programs to create programming code. The need to upload documents for review and to create dynamic fields (like a purchase request's document number) led us to use the Perl programming language with a custom non-database filing system. The wealth of free (open-source) programming resources available on the Internet was another factor that confirmed our course of action.

For the test and evaluation portion of the project, we used a locally procured computer and converted it from a Windows-based operating system to a Unix-based Apache/Linux server. The Apache webserver used open-source code at no cost to the government.

During the initial development stage, our intent was to develop the code required for the project independent of the directorate of information management's servers (to protect them from any programming errors.) Our team worked around the clock to program initial requirements and bring the PR&Cs for the JARB onto the secure Internet-protocol routed network. The SIPRNET was chosen in this wartime theater over the regular Internet (nonsecure Internet-protocol routed network) because SIPRNET has priority for restoral in the event of any outage and because the data is available worldwide to anyone with access to the SIPRNET. There's nothing in the system's code that requires it to be placed on the SIPRNET.

Before placing the Unix server on the SIPRNET, we received permission from the OEF Coalition/ Joint Task Force-180 automation officer to stand our server up. Through discussions with the joint automation officer, we also learned that even if we succeeded with our mission, the task force couldn't support our project. Furthermore, the active-duty corps-support group replacing us wouldn't be nearly as knowledgeable or robust as our Reserve CSG's communications section. With the knowledge that the JAMO wouldn't support our project, we also learned the K2 DOIM wouldn't let us place our project on any of their servers.

We found there was plenty of experience in the theater using software like Frontpage and Dreamweaver to create webpages but almost no experience in the actual programming code these types of software programs create behind the scenes. With permission to stand our server up and a near-term mission at hand, we drove on despite the organization challenges we were experiencing.

System features

The system has many features commonplace to products in the civilian sector but not widely used in military web-based systems. Our automated PR&C system has the following advantages over the traditional paper-based system:

* It allows anyone with access to the SIPRNET to submit a PR&C for consideration;

* It eliminates the need to load or update software;

* It dynamically lists supply sergeants authorized to process automated PR&Cs;

* It provides links to required documentation and allows electronic attachment of supporting documentation;

* It shows an actual copy of the DA Form 3953 with signatures that can be printed if necessary;

* It automatically generates the PR&C document number for all PR&C requests submitted;

* Its search tools allow visibility of the process from requirement generation to fulfillment;

* Its search tools allow visibility of all PR&Cs and supporting documentation;

* Users can add and view comments about individual PR&Cs;

* Signature authorities can electronically return documents for further action;

* Users can upload more supporting documentation at any time;

* Its administration tools are dynamic and web-based;

* It runs Perl scripts, which can run on virtually any platform;

* The JARB and judge advocate general have been seamlessly added into the process flow for more regulatory controls; and

* The JARB secretary can upload the JARB's minutes by using Microsoft Sharepoint software.

Fielding the project and anticipating more requirements

The project was initially launched with a briefing to the JARB board members and a desk-side training session for the JARB secretary. To give JARB members access to the PR&Cs before the actual JARB meeting, the JARB secretary entered all paper-based PR&Cs and supporting documentation into the system. This process was time-consuming for the secretary, and our team quickly realized that for the project to be successful, the next requirement was to automate the entire PR&C process on K2.

With recommendations from the JARB and the base's logistics personnel, the team took an additional week to expand the system, add approval levels and train personnel on its use. There was an initial class on the automated PR&C system with the base's supply sergeants and purchasing officers, at which time we determined their passwords and received their signatures.

As a paperless system, all signatures are scanned and the user's password is required to digitally sign documents. In addition, users' passwords also provide them access to their web-based action-item box, which contains all PR&Cs at their level for action.

Once the JARB secretary, supply sergeants and purchasing officers were trained, we taught resource managers and contracting officers how to use the system and follow procedures for adding fundsites and other information to the PR&C. The training was successful, so the base adopted the system. Our development team took careful notes in all training and sensing sessions with the users and continued to modify the system to meet users' needs.

Web-based administration features

Faced with the fact that our project was going to receive very little support when we rotated out of theater, we began to streamline administrator functions for managing the automated PR&C process. We instituted a dynamic webpage allowing the administrator to change the board members instantly, which in turn updated the webpage real time. We automated the uploading of signatures as well as the signature blocks and passwords of the signature authorities for the process.

An intense amount of work has been placed into making sure that the system continues to run for years after we leave, with little to no maintenance.

Validating the concept

The automated PR&C project was launched in August 2002, and since that time has processed more than $30 million in local purchases. As I mentioned, the system's features and benefits have attracted AAA's and ARCENT's attention, and we've briefed the concept to congressman and some of the Defense Department's senior military and civilian leaders, as well as many civilian and military leaders who visited the Afghanistan theater. Also, more bases in Central Command's operations area--including Camp Doha, Kuwait--have adopted the system.

Lessons-learned

The biggest challenge with accomplishing this mission in a wartime environment was the availability of resources and soldiers trained to accomplish this type of mission. The after-action review for this project revealed several suggestions I'd like to share with the Regiment.

First, as school-trained Signal soldiers (25A, 74B and 31U), our team didn't receive institution-based training in actual computer programming. Some of us received basic training in software products like FrontPage and Dreamweaver, but our experience brought to light that we needed a working knowledge of at least one computer-programming language like Perl, C++ or Java.

In addition to the current computer-based training programs available through Army Knowledge On-line, we need electronic reference and training books available worldwide through the Internet. As an example, my team purchased several reference books through amazon.com and had them shipped to Uzbekistan. This could be prevented in the future if detailed reference and training books were available for Signal-specific subjects through a command-supported web portal. Soldiers will continue to need on-the-job training, and detailed electronic reference books will allow us to properly train them.

Second, K2 is still in the process of commercializing. The contractors and officers running DOIM denied our request to use the SIPRNET webserver for our project. What we learned is there's a significant "fear of the unknown" with respect to programming languages and allowing commercially accepted programming-language interpreters to be installed on Microsoft-oriented Internet information servers. In this case, we had to stand up our own webserver.

In the optimum case, all DOIMs would have exactly the same capabilities and support requirements for their automation customers. A variety of commercially accepted programming languages like Peri, C++ and Java should be available to automation personnel worldwide. Also, there should be a central portal where the Army's automation personnel can share programs and scripts they've designed, built and implemented. There are many of these types of collaboration sites on the Internet, but a command-supported site where we could share programs previously written and modify them for new uses would produce immediate results. Achievements like this automated PR&C process could be mirrored across the Army in other specialties like maintenance and personnel. Also, programs and scripts that have made a significant impact can be evaluated and eventually implemented Army-wide through AKO or similar sites.

The final lesson we learned while accomplishing the mission in Uzbekistan is that the Army soldier is very knowledgeable about computers and the Internet. Most non-Signal soldiers can use Army CBT and other classes to design, operate and maintain websites. Automation soldiers need the training, tools and resources to go a step further. Automation soldiers need to have a clear understanding of the programming code behind the software to accomplish the mission. Today's Signal soldiers are capable of accomplishing bigger projects and missions if we can provide the tools and guidance to support them.

CPT Stern is an Army Reservist assigned to 164th Corps Support Group from Mesa, Ariz. In his civilian role, he is president of Stern Internet Services Corporation located in Sierra Vista, Ariz. He holds a master's degree in business administration/technology management from the University of Phoenix and a bachelor's degree in microelectronic engineering from Rochester Institute of Technology. Stern has served on active-duty in jobs such as Signal battalion detachment commander, Army Signal Command/ Network Enterprise Technology Command direct-support engineer, Signal battalion logistics officer and cable/wire platoon leader.

ACRONYM QUICKSCAN

AAA--Army Audit Agency AKO--Army Knowledge On-line ARCENT--Army Central Command CBT--computer-based training CSG--corps-support group DA--Department of the Army DOIM--directorate of information management JAMO--joint automation officer JARB--joint-acquisition review board K2--Karshi-Khanabad LTF--logistics task force OEF--Operation Enduring Freedom PR&C--purchase request and commitment SIPRNET--secure Internetprotocol routed network

COPYRIGHT 2003 U.S. Army Signal Center
COPYRIGHT 2003 Gale Group